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MUNICIPAL COUNCIL
AGENDA
Thursday, February 11, 2021 @ 8:45 a.m.
Via Facebook Live
Office Location: 151 King Street, Chester, NS
1. MEETING CALLED TO ORDER
2. APPROVAL OF AGENDA/ORDER OF BUSINESS
3. PUBLIC INPUT SESSION (8:45 a.m. to 9:00 a.m.)
4. MINUTES OF PREVIOUS MEETING
4.1 Council – January 28, 2021.
5. COMMITTEE REPORTS
5.1 Committee of the Whole (recommendations for approval) – January 21, 2021 – Warden
Webber.
5.2 Any Other Committee Meetings.
6. MATTERS ARISING:
6.1 Finance and Information Services Department Quarterly Report – 3rd Quarter:
a. Finance.
b. Information Services.
6.2 Trail Bridges presentation – Infrastructure and Operations
7. CORRESPONDENCE
8. PUBLIC PRESENTATIONS
8.1 Chester Golf Club – Pastor Joe Green and Dale Rafuse (9:15 a.m.).
a. Information Report prepared by Director of Finance & Information Services.
(material to follow).
9. NEW BUSINESS
9.1 Request for Decision prepared January 28, 2021 – Community Development and
Recreation – New Road Name Assignment.
Page 2 of 2
9.2 Request for Decision prepared – Community Development and Recreation – Animal
Control.
10. IN CAMERA
10.1 Section 22(2)(e) of the Municipal Government Act – Contract Negotiations.
11. ADJOURNMENT
APPOINTMENT
9:15 a.m. Chester Golf Club (viz Zoom).
39
MUNICIPALITY OF THE DISTRICT OF CHESTER
Minutes of
COUNCIL MEETING
Via Facebook Live from 151 King Street, Chester, NS
On Thursday, January 28, 2021
MEETING CALLED TO ORDER
Warden Webber called the meeting to order at 8:52 a.m.
Present: District 1 – Councillor Veinotte District 7 – Councillor Church
District 3 – Councillor Barkhouse District 4 – Warden Webber
District 5 – Councillor Assaff District 6 – Councillor Connors
District 2 – Deputy Warden Shatford (via Zoom)
Staff: Dan McDougall, CAO Tara Maguire, Deputy CAO
Pamela Myra, Municipal Clerk Jennifer Webber, Communications Officer
Solicitor: Samuel Lamey, Municipal Solicitor (via Zoom)
APPROVAL OF AGENDA/ORDER OF BUSINESS
2021-044 MOVED by Councillor Church, SECONDED by Councillor Assaff the agenda and order of business
be approved as amended. ALL IN FAVOUR. MOTION CARRIED.
PUBLIC INPUT SESSION (8:45 a.m. to 9:00 a.m.) – None received.
MINUTES OF PREVIOUS MEETING
4.1 Council – January 14, 20201.
2021-045 MOVED by Councillor Barkhouse, SECONDED by Councillor Church the minutes of the January 14,
2021 Council meeting be approved as circulated. ALL IN FAVOUR. MOTION CARRIED.
COMMITTEE REPORTS
5.1 Audit Committee (Motion Requiring Approval) – January 14, 2021 – Warden Webber.
Council (continued) January 28, 2021 40
2021-046 MOVED by Councillor Church, SECONDED by Councillor Barkhouse the following recommendation
from the January 14, 2021 meeting of the Audit Committee:
2021-020 – “…approve the Audit Strategy as outlined by Grant Thornton for the 2020/21 Audit
procedures.”
ALL IN FAVOUR. MOTION CARRIED.
5.2 Committee of the Whole – January 21, 2021 – Warden Webber.
a) Recommendations for approval by Council.
2021-047 MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff the following recommendations
from the January 21, 2021 Committee of the Whole meeting be approved as follows:
2021-038 – “… approve the annual Region 6 Solid Waste-Resource Management as outlined in the
correspondence dated December 10, 2020 from Region 6 Solid Waste-Resource Management; the
Municipality of Chester’s share is 11.53% of the budget.”
2021-039 – “… purchase of a new D6Dozer with waste handling equipment and trade in the
existing D5 dozer at a total price of $468,203.00 plus HST from Toromont CAT.
ALL IN FAVOUR. MOTION CARRIED.
b) ICIP Report – Active Living Coordinator.
Gord Tate, Active Living Coordinator, joined the meeting via Zoom. He reviewed the information included
in the report and updated Council on the most recent information provided by the NS Department of
Energy and Mines, and the NS Department of Transportation and Infrastructure Renewal. He also noted
that the Gold River Bridge was not yet confirmed but indications are that it is an eligible project.
Councillor Connors asked if it were possible to move the New Ross Sidewalk Project forward in the
schedule and it was agreed that this could be done.
2021-048 MOVED by Councillor Church, SECONDED by Councillor Assaff that the following motion from the
January 21, 2021 Committee of the Whole meeting be approved with the amendment to move the
New Ross Sidewalk Project up by two years and direct staff to update the Capital Improvement
Plan:
2021-037 – “… the following two projects be added to the Investing in Canada Infrastructure
Program (ICIP) application previously submitted:
Council (continued) January 28, 2021 41
• Paved Shoulders with the 2025 Paving Project from Chester Basin to Vaughan Road
($534,000); and
• Gold River Bridge Repair ($1,954,000).
DISCUSSION:
Councillor Veinotte had asked for clarification on the projects chosen and asked if there were
any other projects that could be considered in this funding opportunity. It was noted that
the projects chosen were the only ones eligible under the program to reduce greenhouse
gases through active transportation. There may be other funding opportunities in the future
that other projects could be included, i.e., infrastructure.
The CAO commented on other projects that may be eligible under different funding
opportunities through the Provincial and/or Federal governments.
ALL IN FAVOUR. MOTION APPROVED.
5.3 Minutes of Committee of the Whole – December 3, 2020 – Warden Webber.
2021-049 MOVED by Councillor Barkhouse, SECONDED by Councillor Church the December 3, 2020 minutes
of the Committee of the Whole meeting be accepted as presented. ALL IN FAVOUR. MOTION
CARRIED.
5.4 Building Code & Unsightly Premises Committee – December 15, 2020 – Warden Webber.
2021-050 MOVED by Councillor Church, SECONDED by Councillor Assaff the following recommendation from
the December 15, 2020 Building Code & Unsightly Premises Committee be approved as presented:
2020-561 – “… a 7 Day Order be issued to demolish the vacant unsecured structure (formerly a
Church) to the property owner (United Gospel Mission) of 1666 Beech Hill Road, Beech Hill,
Lunenburg County, PID 60160249.
ALL IN FAVOUR. MOTION CARRIED.
5.5 Municipal Planning Advisory Committee – January 13, 2021 – Councillor Church:
a) Recommendations for approval by Council.
b) Application overview – Land Use By-Law Housekeeping Amendments Package prepared by
Garth Sturtevant, Senior Planner. (Requirement for a public hearing date).
Present was Garth Sturtevant, Senior Planner, via Zoom. Councillor Church and the Senior Planner
reviewed the motions and the Committee’s request to have more information related to vegetative
buffers.
2021-051 MOVED by Councillor Church, SECONDED by Councillor Barkhouse that the following motions, with
the exception of motion 2021-031, from the January 13, 2021 Municipal Planning Advisory
Committee be approved:
Council (continued) January 28, 2021 42
2021-025 – “…remove 4.1.9 b) of the General Provisions in the Municipal Land Use By-Law to
allow accessory structures to be constructed in the front yard.”
2021-026 – “… accept 1(b) to clarify that accessory structures, small accessory structures and
minor accessory structures are not permitted to be to be constructed within 1.5 m of a main
building or structure, excluding signs, except that a fence or retaining wall main join accessory
structures with a main building.”
2021-027 – “… add “Accessory Structures related to an Existing Golf Course” be a permitted use.”
2021-028 – “… add the definition for a “Landlocked Lot” and the clarification for a front lot line.”
2021-029 – “… add the definition for “Tourist Homes” to the Municipal Land Use By-Law.”
2021-030 – “… approve amendments 4(a), (b), (c), and (d).”
ALL IN FAVOUR. MOTION CARRIED.
Following discussion, Council agreed not to approve motion 2021-031 regarding the consideration of
“changes to tweak the Land Use By-Law so environmental setbacks and vegetated buffers also include
single cottages not just large Developments” as it was felt this matter had been discussed in great detail
by the previous Committee and the public during public sessions during the review of the Municipal Land
Use By-Law.
2021-052 MOVED by Councillor Church, SECONDED by Councillor Barkhouse that a Public Hearing be held on
February 25, 2021 at 8:45 a.m. to deal with the housekeeping amendments as outlined in the
Application overview – Land Use By-Law Housekeeping Amendments Package prepared by Garth
Sturtevant, Senior Planner. ALL IN FAVOUR. MOTION CARRIED.
PUBLIC PRESENTATION
8.1 Shanna Fredericks, Coastal Action regarding water quality testing at Bayswater.
a) Copy of correspondence dated December 29, 2020 from Minister of Environment in response to
Councillor Veinotte’s request to investigate the odour and organic material at Bayswater Beach.
b) Email outlining issue at Bayswater Beach.
c) Water Quality Monitoring Report for Bayswater Pond and Bayswater Beach Provincial Park.
d) Coastal Action PowerPoint – Bayswater Beach and Rafuse Cove.
e) Request for Decision – Water Quality Monitoring Program.
f) Report – Coastal Action – Rafuse Cove
Present was Shanna Fredericks who reviewed the information included in the package regarding water
quality at Rafuse Cove and Bayswater Beach.
Council (continued) January 28, 2021 43
Following lengthy discussion, it was agreed to have Coastal Action prepare some testing options.
2021-053 MOVED by Councillor Veinotte, SECONDED by Councillor Connors that Council direct staff to obtain
from Coastal Action some options on water quality testing for Bayswater Beach including the type
of testing, when it would be done, and the costs associated. ALL IN FAVOUR. MOTION CARRIED.
2021-054 MOVED by Councillor Veinotte, SECONDED by Councillor Assaff that Council direct staff to obtain
from Coastal Action some options on water quality testing for Rafuse Cove including the type of
testing, when it would be done, and the costs associated. ALL IN FAVOUR. MOTION CARRIED.
A break was held from 9:57 a.m. to 10:09 a.m.
COMMITTEE MEETINGS (continued)
5.6 South Shore Public Library (verbal report) – Councillor Connors.
Councillor Connors reported on the South Shore Regional Board meeting held last week, commenting on
an upcoming diversity training workshop for staff and board members as well as the arrival of the new
bookmobile sometime in April 2021.
MATTERS ARISING
6.1 Second/Final Notice – Repeal of Policy P-66 Fire Advisory Committee Terms of Reference (the
Committee no longer meets).
2021-055 MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff that Council conduct
Second/Final Notice to Repeal Policy P-66 Fire Advisory Committee Terms of Reference as the
committee no longer meets. ALL IN FAVOUR. MOTION CARRIED.
6.2 Second/Final Notice – Amendment to Policy P-85 Water Quality Monitoring Committee (Mill
Cove) Terms of Reference to change the position terms from one year to two years.
2021-056 MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that Council conduct
Second/Final Notice to Amend Policy P-85 Water Quality Monitoring Committee (Mill Cove)
Terms of Reference to change the position terms from one year to two years. ALL IN FAVOUR.
MOTION CARRIED.
6.3 Hospitality Policy:
a) Request for Decision prepared January 20, 2021 – Corporate and Strategic Management -
Hospitality Policy (MGA Review Requirement).
b) Draft Hospitality Policy P-100.
Council (continued) January 28, 2021 44
Jonathan Meakin, Strategic Initiatives Coordinator joined the meeting via Zoom and indicated that it is a
requirement of the Municipal Government Act to revisit the Hospitality Policy for amendments and re-
adoption at the beginning of each Council term. He outlined the changes as indicated in the Request for
Decision.
2021-057 MOVED by Councillor Church, SECONDED by Councillor Assaff that Council Give Notice of Intention
to Amend Policy P-100 Hospitality Policy as per the requirements of the Municipal Government Act.
ALL IN FAVOUR. MOTION CARRIED.
CORRESPONDENCE – None received.
NEW BUSINESS
9.1 Request for Decision prepared January 25, 2021 – Infrastructure and Operations – Administration
Building Renovations.
The CAO reviewed the information included in the Request for Decision regarding the additional siding to
be done to the front of the building as there is enough remaining funds in this year’s budget.
2021-058 MOVED by Councillor Assaff, SECONDED by Councillor Church that Council authorize staff to
continue replacing the siding on the North end of the East side of the Municipal Administration
Building with the funds remaining in the current budget. ALL IN FAVOUR. MOTION CARRIED.
9.2 Proclamation – African Heritage Month.
2021-059 MOVED by Councillor Barkhouse, SECONDED by Councillor Church that the African Heritage Month
proclamation be approved and posted in the usual manner. ALL IN FAVOUR. MOTION CARRIED.
IN CAMERA - No items for consideration.
ADJOURNMENT
2021-060 MOVED by Councillor Barkhouse, SECONDED by Councillor Veinotte the meeting adjourn.
(12:11 p.m.)
___________________________ ___________________________
Allen Webber Pamela Myra
Warden Municipal Clerk
MOTIONS REQUIRING APPROVAL OF COUNCIL FROM
FEBRUARY 4, 2021 COMMITTEE OF THE WHOLE MEETING
2021-061 APPROVAL OF AGENDA/ORDER OF BUSINESS
2021-062 APPROVAL OF JANUARY 21, 2021 COW MEETING
2021-063 CLEANING SERVICE EXTENSION RE COVID-19 PROTOCOLS
MOVED by Councillor Assaff, SECONDED by Councillor Barkhouse that the Committee of the Whole
recommend to Council that staff continue its commitment to increased cleaning to protect the health and
safety of employees, Council, and the public and extend the additional cleaning until December 31, 2021,
with staffing approving in three (3) month increments for renewal. ALL IN FAVOUR. MOTION CARRIED.
2021-064 FLY PAN AFRICAN FLAG DURING AFRICAN HERITAGE MONTH
MOVED by Councillor Church, SECONDED by Councillor Barkhouse that the Committee of the Whole
recommend to Council to approve the request of the South Shore Regional Centre for Education to fly the
Pan African Flag during African Heritage month as per Policy P-103 Flag Raisings and Protocol Policy. ALL
IN FAVOUR. MOTION CARRIED.
2021-065 LETTER TO PROVINCE RE NSFM APPOINTMENT TO HOUSING COMMISSION
MOVED by Councillor Barkhouse, SECONDED by Councillor Assaff that the Committee of the Whole
recommend to Council to write the Provincial Government requesting that an appointment from the
Nova Scotia Federation of Municipalities be appointed to the Housing Commission. ALL IN FAVOUR.
MOTION CARRIED.
2021-066 LETTER TO GOVERNMENT RE SAFE START FUNDING FOR NOT-FOR-PROFIT
MOVED by Councillor Barkhouse, SECONDED by Deputy Warden Shatford that the Committee of the
Whole recommend to Council to forward correspondence to the Federal and Provincial Governments
requesting consideration be given to funding not-for-profit organizations with the Safe Start funding. ALL
IN FAVOUR. MOTION CARRIED.
2021-067 IN CAMERA
MOVED by Councillor Assaff, SECONDED by Councillor Church that the Committee of the Whole convene
“In Camera” as per Sections 22(2)(e) and (c) of the Municipal Government Act – Contract Negotiations
and Personnel. ALL IN FAVOUR. MOTION CARRIED.
2021-068 ADJOURNMENT
1
FINANCE AND INFORMATION SERVICES
FINANCE DEPARTMENT – 3rd QUARTER REPORT – 2020-21
Finance Department and Information Services merged into Finance and Information Services. A separate
Information Services report will outline Information Services activities.
2020/21 ACHIEVEMENTS
Posting of Council and CAO quarterly remuneration and expenses on Web site
Temporary borrowing resolutions prepared and approved by Council for fall debenture issue.
Multi-year capital budgets approved - to be submitted to Province in Capital Investment Plan (CIP)
Prepared 2nd quarter statement of operations and year end forecast
Audit planning started for the 20–21 year-end.
KM landfill 21-22 budget drafted.
Started implementation of GP purchase order module.
Director attended online CPA professional development sessions.
Zoe Valle Library financial statements prepared and approved at their AGM.
METRICS
3rd qtr. 20-21 HST return due Filed on time – Jan. 26/21
CRA payroll remittances 9 remittances - 9 filed on time
CRA monthly WCB remittances 5 remittances –5 filed on time
By-law 148 Water supply loans - # loans Three new (total at thirteen)
By-law 148 Water supply loans - $ value
approved (max $150,000)
$24,387 new (total at $105,580)
Final tax bills issued Sept. 18, 2020 13,710 bills (538 bills to foreign owners)
Outstanding bills as of February 3, 2021 $1,380,077 or 16% of the total
A financial Operating Fund interim statement and year end forecast, and variance analysis is attached on
pages 3-5.
2020/21 PRIORITIES FOR REMAINDER OF THE YEAR
Budget preparation for 2021-22 operating budget – target March 25, 2021 for approval.
Procurement function updated – procurement policy review.
Annual filing of payroll T4’s and related reports – target Feb. 2021.
Policy compliance monitoring.
Analysis of Landfill machine and labour time and landfill modeling.
Fourth quarter financial report prior to audit
Audit planning and audit file preparation.
2
2020/21 COUNCIL PRIORITIES FOR FINANCE (FIS)
PRIORITIES
SPECIFIC ACTIONS & NOTES RESPONSIBLE TIMING
LEAD SUPPORT
BILL 10 MGA
AMENDMENTS
In progress - Expense Reimbursement
Policy & accompanying Request for
Direction
CSM FIS Q1 / 2020-21
Q4 / 2020-21
STREETLIGHT POLICY
A strategy to manage
the funding and
installation of
streetlights in MOC in a
consistent & transparent
manner
Finish mapping & correlation to
streetlights (include in active
transportation, where appropriate)
FIS INO/CDR Q2 / 2021-22
Draft Streetlight Area Rate Policy &
Procedure for Council discussion;
policy should be flexible, recognize
differences in practices in each
District, enable input from
Councillors, and require Council
approval for streetlight decisions in
each District
FIS CSM Q3 / 2021-22
FUNDING &
INVESTMENT STRATEGY
Reserve funds, tax rates,
debt & debt service ratio
Linkages: Wastewater
Strategy; growth
strategies
Approved by Council – Investment
Policy concerning investment of
reserve funds.
Approved by Minister
FIS CSM Q1/ 2020-21
done
Q2/ 2020-21
done
Research report on equipment
replacement strategy
FIS ????
PROCUREMENT
STRATEGY
Develop procurement module that
aligns with existing systems,
Procurement and P-Card Policy, and
other tools for integrated
procurement process
FIS CSM Q4 / 2020-21
DEFINITIONS OF COUNCIL PRIORITIES CODING: NOW | NEXT | LATER
NOW – Priorities established by Council that will require Council discussion, direction, or decisions, or which
have already been made operational by Council, for the fiscal year (2020-21)
NEXT – Priorities established by Council that will require Council discussion, direction, or decision in the next
fiscal year (2021-22)
LATER – Priorities with actions forecast beyond the next two fiscal years
This Work Plan does not capture Department operational priorities & projects nor day-to-day work
programs that affect the Municipality’s organizational capacity or resources
2020/21 FINANCIAL FORECAST
The Operating Fund financial forecast, based upon results for the nine (9) months ended December 31,
2020, shows a surplus forecast for the year ended March 31, 2021 of $1,169,241, which is a $512,975
increase since the 2nd quarter (2nd Qtr. was $656,266). Major changes since second quarter are deed
transfer tax of $280k, contingency budget $48k and capital from revenue of $123K.
The following statement shows revenues and expenses by program areas.
3
Municipality of the District of Chester
Operating Fund Prior Year 3rd Quarter Year Ended March 31, 2021
Statement of Operations 2019-20 2020-21 2020-21 2020-21 2020-21 Variance
Actual (YTD) (budget) (forecast) (variance) % Variance explanations
REVENUE $ $ $ $ $
Taxes 14,360,758 14,834,116 14,519,854 15,091,413 571,559 3.9%Deed tfr tx $587k, ppty tx $(22)k, NSP HST $(13)k, Wind Farm $20k
Fed and prov grants 1,265,649 879,098 626,125 656,843 30,718 4.9% Gas Tax $(17)k, Prov safe start $272k - $50k recognized
Revenue by Program
Finance 345,106 181,549 253,549 248,065 (5,484)-2.2% Return on investments $(25)k, Interest on tax $20k
Public works 9,477 9,477 9,477 9,477 0 0.0%
General government 354,583 191,026 263,026 257,542 (5,484)-2.1%
Animal Control 36,368 25,847 34,925 35,162 237 0.7%
REMO 7,353 2,660 7,003 7,164 161 2.3%
Fire Protection 2,017,761 2,064,247 2,067,586 2,064,247 (3,340)-0.2%
Building inspection 39,817 43,568 71,636 86,885 15,249 21.3% Building permit fees $16k
Fire inspection 10,299 10,464 10,464 10,483 19 0.2%
Protective services 2,111,598 2,146,784 2,191,614 2,203,941 12,326 0.6%
Roads 169,695 177,448 165,496 177,448 11,952 7.2% Private Rd $(12) - see expense
Streetlights 107,895 102,794 117,642 117,544 (98)-0.1%
Transportation services 277,590 280,242 283,138 294,992 11,854 4.2%
Sewers 987,302 1,001,429 989,470 1,002,767 13,297 1.3%
Waste collection 2,131,029 2,060,887 2,198,975 2,155,167 (43,808)-2.0% Town L'Burg waste processing fee $(26)k budget error
Landfill 3,591,349 3,143,258 3,998,444 3,273,178 (725,266)-18.1% Refund Valley Waste $(812)k, HRM $92k
Recycling 41 203 500 270 (230)-46.0%
Environmental health services 6,709,721 6,205,776 7,187,389 6,431,383 (756,007)-10.5% For green shading see below variance explanation
Economic development 7,000 4,000 85,000 68,333 (16,667)-19.6% Physician recuitment & beautification rev less
Planning 69,237 62,663 68,582 68,824 242 0.4%
EcoPark 38,012 28,509 25,000 38,012 13,012 52.0% Internet services rev not budgeted
Wind turbine 698,867 562,526 760,000 762,526 2,526 0.3% For green shading see below variance explanation
Environmental development services 813,116 657,698 938,582 937,695 (887)-0.1%
Recreation 113,010 63,535 134,850 96,501 (38,349)-28.4%
Programs $(24)k, Cut n Run $(7)k, ProKids $(10)k, Gov wage grants $7k,
facilty rental $(3)k
Recreation and cultural services 113,010 63,535 134,850 96,501 (38,349)-28.4%
Tfrs from reserves & prior surplus 2,815,204 2,000 630,717 577,473 (53,244)-8.4%
Opr Res - elections (29)k, Gas tax - consultants (42)k, wind - beautification
16k
Total revenues 28,821,230 25,260,275 26,775,295 26,547,783 (227,512)-0.8%
EXPENDITURES
Council 679,440 526,860 773,997 855,545 (81,548)-10.5% Covid-19 assistance (164)k, elections 29k, misc. 20k, mileage meals PD
conference 44k, computer service (13)k
CAO 649,197 559,902 878,620 784,007 94,613 10.8%
Special projects/consultants 42k, Assessibilty advise committee 16k,
mileage meals PD conference 32k
Finance 1,302,905 1,210,262 1,453,553 1,420,201 33,352 2.3%
Low income tax exemptions 14k, Computer Service 10k, mileage meals PD
conference 6k
Information services 457,266 329,518 531,589 479,356 52,234 9.8% Computer service 38k, Conferences 6k, vulnerability assessment 5k
Municipal properties 414,373 287,865 659,504 485,025 174,479 26.5% Capital from revenue $134K, Trail mtce 42k
Public works 267,982 182,957 248,292 321,023 (72,731)-29.3% Covid cleaning (22)k, Salary allocation, based on time sheets, higher 40k
Contingency - - 163,549 1,851 161,698 Delayed approval and hiring of new positions
General government 3,771,163 3,097,365 4,709,104 4,347,008 362,096 7.7%
Policing & corrections 2,085,159 1,598,268 2,104,757 2,131,025 (26,267)-1.2% Policing $(29); Forensics/prosecutor $3k
Bylaw 34,109 20,360 64,298 25,767 38,531 59.9% New part time inspector position not filled
Animal Control 63,645 48,111 70,400 67,348 3,052 4.3%
REMO 50,053 55,007 55,796 69,742 (13,946)-25.0% Water program for dry wells $(13)k
Fire Protection 2,075,212 1,576,903 2,234,962 2,222,586 12,376 0.6%
Building inspection 218,191 137,274 314,737 273,862 40,875 13.0% Casual summer staff not hired 18k
Fire inspection 75,687 51,389 52,065 44,635 7,431 14.3% Vehicle Rep&Mtce 3k, training PD conference 3k
Protective services 4,602,057 3,487,312 4,897,016 4,834,964 62,052 1.3%
Roads 944,654 425,785 560,909 530,918 29,991 5.3% Private Rd $(12) - see rev., sidewalk repair $(12)k, Sidewalk snow $29k
Streetlights 107,251 79,569 121,726 120,732 993 0.8% Under in districts 4 & 5
Transportation services 1,051,905 505,355 682,635 651,650 30,984 4.5%
Sewers 779,405 560,241 855,984 871,687 (15,703)-1.8% Wages budget omission error
Waste collection 1,412,707 1,002,309 1,334,225 1,435,984 (101,759)-7.6% Collection contract (36)k, blue bags (44)k, transportation (16)k - amend
budget in 21-22
Landfill 3,655,511 2,451,086 4,239,277 3,091,030 1,148,247 27.1% Sustane $1,367k, closure costs $213k
Recycling 56,126 30,815 62,940 59,108 3,832 6.1% -
Environmental health services 5,903,749 4,044,452 6,492,425 5,457,809 1,034,616 15.9% For green shading see below variance explanation
Public health 96,141 55,116 106,971 103,388 3,582 3.3% Conferences 3k
Public health services 96,141 55,116 106,971 103,388 3,582 3.3%
Economic development 264,095 223,239 552,496 553,429 (933)-0.2%
Planning 503,645 301,985 546,293 484,796 61,497 11.3% Wages underbudget - vacancy
EcoPark 15,701 8,224 21,617 25,375 (3,757)-17.4% Internet services exp not budgeted - see revenue above
Wind turbine 437,900 419,046 439,445 440,169 (724)-0.2% For green shading see below variance explanation
Environmental development services1,221,342 952,494 1,559,851 1,503,768 56,083 3.6%
Recreation 798,081 533,038 760,754 646,504 114,249 15.0% Salaries $55k, Program exp 14k, Commumity schools 45k
Heritage properties and Library 68,715 51,026 86,200 68,035 18,165 21.1% Extra library funding budget not approved
Recreation and cultural services 866,796 584,065 846,954 714,539 132,414 15.6%
School Board mandatory contribution4,958,834 3,820,064 5,093,419 5,093,419 0 0.0%
Transfers to reserves 5,287,252 - 2,386,922 2,671,995 (285,073)-11.9% See variance analysis explanation
Total expenditures 27,759,240 16,546,222 26,775,296 25,378,542 1,396,754 5.2%
Surplus - General Operating 1,061,990 8,714,053 (1) 1,169,241 1,169,242 0.0%
4
2020/21 FINANCIAL FORECAST (continued)
Variance analysis
Transfers to Reserves - Program where surplus is transferred to reserves
Tfr to Res Tfr to Res 2020-21 Tfr to Reserves Previous 2nd QTR
Program (budget) (forecast) (variance) Variance Quarter Change
Waste collection - net 864,750 719,183 (145,567)
Landfill - net (240,833) 182,148 422,980
Recycling - net (62,440) (58,838) 3,602
Transfer to reserves host fees (211,913) (165,300) 46,613 46,613 56,892 (10,279)
Interest on landfill receivables 2,500 3,408 908
352,065 680,602 328,537
Transfer to reserves - waste coll
area rate (349,523) (680,602) (331,079) (331,079) (322,026) (9,053)
2,542 - (2,542)
Wind turbine - net 983,657 1,005,553 21,896
Transfer to reserves (983,657) (1,005,553) (21,896) (21,896)31,580 (53,476)
- - 0
Sewer - net 133,486 131,080 (2,406)
Transfer to reserves (133,500) (131,000) 2,500 2,500 12,100 (9,600)
(14) 80 94
Gas Tax revenue 616,150 599,418 (16,732)
Transfer to reserves (616,150) (599,418) 16,732 16,732 16,732 0
- - -
Miscellaneous 56 56 0
Sub-total
Net Revenue 2,085,358 2,416,652 331,294
Transfer to reserves (2,294,743) (2,581,872) 287,129 (287,073) (204,666) (82,408)
Other reserve transfers (92,179) (90,123) (2,056)
Total transfers to reserves (2,386,922) (2,671,995) 285,073
Net variance 2,528 80 (2,448)
Positive and negative variances in other programs
2020-21 Variance 2nd Qtr.
(variance) % variance Change Variance explanations
Above solid waste, sewer, wind (2,448)
Revenues
Taxes (excluding wind farm) 551,465 3.9% 271,051 280,414 Deed tfr tx $587k, ppty tx $(22)k, NSP HST $(13)k, Wind Farm $20k
Provincial grants 50,306 271,577 (221,271)Gas Tax $(17)k, Prov safe start $272k - $50k recognized
Finance (excl int on landfill AR)(6,392)-2.2%(9,412)3,020 Return on investments $(25)k, Interest on tax $20k
Recreation (38,349)-28.4%(22,898) (15,451)
Expenditures
General government 362,096 7.7% 6,000 356,096 see statem ent of operations
By-law 38,531 59.9% 27,159 11,372 New part time inspector position not filled
Planning 61,497 11.3% 17,938 43,559 Wages underbudget - vacancy
Recreation 114,249 15.0% 93,834 20,415 Salaries $55k, Program exp 14k, Commumity schools 45k
Heritage properties and Library 18,165 21.1% 16,985 1,180 Extra library funding budget not approved
Eco Park (3,757)-17.4%(4,053)295 Internet services exp not budgeted - see revenue above
Other variances 23,879 (11,915)33,345
Surplus (deficit) - General Operating 1,169,242 656,267 512,975
Surplus (deficit) - per statement 1,169,242 656,267 512,975
Variances by Object (vs. program)2020-21
Revenue (variance)
Taxes 567,315
Landfill fees other government (737,160)
Landfill fees non-government 58,507
Landfill host fees (46,613)
Transfers from reserves (53,244)
Other revenue variances (16,317)
Total revenues variance (227,512)
Expenditures
Salary/wages and employee benefits 50,251
Covid-19 expense (192,563)
Mileage 42,856
Meals and accommodations 42,303
Training & PD 46,502
Conferences 54,692
Operating expenses excl Covid, mileage meals PD Conf248,758
Contracts for municipal services (Sustane)1,367,288
Contracts for municipal services (other)(99,848)
Landfill closure costs (212,677)
Transfer to reserves * (285,073)
Transfers to capital fund to fund capital projects *163,573
Contingency 161,698
Transfers to Province for provincial services 17,664
Other expenditures variances (8,670)
Total expenditures variance 1,396,754
Surplus (Deficit)1,169,242
Programs $(24)k, Cut n Run $(7)k, ProKids $(10)k, Gov wage
grants $7k, facilty rental $(3)k
5
2020/21 FINANCIAL FORECAST (continued)
The surplus of $1,169,242 is because of an increase in deed transfer tax, A reduction in capital out of
revenue expenses, a one-time provincial grant as part of the Safe Restart Agreement, a net reduction in
recreation costs due to Covid-19, an overall reduction in travel, education, conference, and the extra library
budget that will not be spent. Large Covid-19 costs in general government to assist non-profit organizations
have been offset by a delay in spending the contingency budget for extra positions.
The Operating Fund also includes expenditures for transfers to Reserves. There is a $285,073 increase in the
transfers to reserves due to net program surpluses. This is largely related to waste collection & disposal area
rate surplus. The landfill costs to Sustane have not yet materialized and are not expected to for this fiscal
year. Therefore, overall, the Municipality is forecast to have a $1,454,315 surplus when you consider the
increase in the Reserve funds.
Capital budget forecast.
Municipality of the District of Chester
Capital Budget and 3rd QTR forecast- 2020/21
Funding Reserve Grants Operations Fund from 3rd qtr Note FORECAST Variance
Department Project Name Project Cost Reserves Type Other or Area Rate Borrowing Actuals
Trails - Bridge Evaluation- Carried forward from 2019-20 25,000 25,000 Gas Tax - 1 - 25,000
East River trail foot bridge - Carried forward from 2019-20 - 25,000 9,000 Gas Tax 16,000 - 25,000 -
Trail Surface Upgrades 25,000 25,000 Gas Tax 18,154 25,000 -
East River Trail Parking Area 30,000 30,000 Operating - 30,000 -
Leachate treatment plant upgrade - carried forward from 2019-202,200,000 2,200,000 267,804 2 432,000 1,768,000
Road Improvements (Valley)50,000 50,000 - 3 - 50,000
Excavator Replacement 350,000 350,000 - 4 - 350,000
Scalehouse Renovation 75,000 75,000 3,725 5 20,000 55,000
Scalehouse software 12,106 6 31,858 (31,858)
Public Drop off Renovation 100,000 100,000 - 7 - 100,000
Coastal Floodplain mapping 100,000 100,000 Gas Tax - 8 - 100,000
Joint building inspection software 21,900 14,167 7,733 - 21,900 -
Roads Rehabilitation 550,000 550,000 Gas Tax 437 9 1,190,294 (640,294)
Kaizer Meadows - Industrial Park Development 75,000 75,000 Wind Rev - 10 75,000 -
VMWARE Infrastructure 60,000 60,000 Equipment - 11 - 60,000
Hardware Replacement 98,000 98,000 Equipment 88,079 88,079 9,921
Manhole Repairs & Infiltration Reduction 50,000 25,000 25,000 70,755 70,755 (20,755)
Lift Station Panel Upgrades 480,000 ?? Gas Tax 480,000 41,532 12 345,000 135,000
Pump Replacements - Allowance 25,000 25,000 - 25,000 -
Pump Station - Permanent Generators (2)160,000 40,000 Gas Tax 80,000 40,000 46,930 12 - 160,000
Wastewater needs assessment 250,000 250,000 Gas Tax - 13 65,179 184,821
Wastewater collection extension 52,000 52,000 Gas Tax 3,984 14 3,984 48,016
WWTP removal of chlorine and install UV system 320,000 320,000 474,389 15 474,389 (154,389)
WWTP Improvements - Clarifier #2 Rebuild - Chester 100,000 100,000 Sewer - - 100,000
Overflow issue solution 110,000 110,000 Sewer - 110,000 -
WWTP Upgrades - Clarifier rebuild 200,000 200,000 - 16 - 200,000
Municipal Office Renovations 135,000 135,000 Operating 93,355 135,000 -
Truck Replacement - 3/4 tonne - PM 55,000 55,000 58,545 58,545 (3,545)
Fire Protection System - Option Selected-Const 771,600 771,600 2,332 17 10,000 761,600
Wharf Repairs- New wharf or new boat launch 150,000 150,000 12,504 18 12,504 137,496
Total Projects & Funding Contributions 6,643,500 1,659,000 135,167 302,733 4,546,600 1,194,630 3,249,487 3,394,013
Funding
Notes 1,659,000 Reserves 1,731,536 72,536
1 carryover to future 135,167 Grants 65,544 (69,623)
2 Project divided into 2 phases. Phase 1 - effluent dispersal 302,733 Operations 139,160 (163,573)
3 Delayed to 2021-22 as relates to Sustane operations 4,546,600 Borrowing 1,313,247 (3,233,353)
4 Tendered for a D6 dozer. RFD to go to Council, but the deliver would be after year end.6,643,500 3,249,487 (3,394,013)
5 Scalehouse renovations will not cost as much as originally estimated
6 Awarded $31,858.31 - funded by borrowing
7 Doubtful for this year
8 work to be done by the province
9 J-class roads approved in Council in excess of original budget
10 carryover to future
11 Procurement in progress, but hardware replacement will not occure until 21-22
12 Two projects on same RFD $695K - Council June 11 - $350 this year and $345k in 2021-22
13 Contract about to be awarded but will probably only have 1/4 of work done by year end
14 Delayed until develoment goes ahead
15 RFD approved by Council - higher engineering and construction costs
16 carryover to future
17 carryover to future
18 Tender came in at 2.5X the budget - next steps TBD
Recreation &
Parks
Universal
Sewer
Projects:
Municipal
Property:
Information
Services
Community
Development
Solid Waste
INFORMATION SERVICES QUARTERLY REPORT
2020/2021
Quarter 3
Municipality of Chester- Quarterly Report
SIGNIFICANT INITIATIVES (Work Program)
Initiative Status
Delivery Date
Server Equipment
Replacement
Provincial Standing Offer will be available in fiscal
of 2021/22
2021/22 Fiscal
Laptop Desktop
Replacement
Laptops and desktops completed. January 2021
Network
Vulnerability
Assessment
Assessment will be completed by the end of 2021. March 2021
Scalehouse
Software
Project completed. December 2020
Shared Building
Services
Testing Records Integration
Connectivity completed between MJSB and Chester
March 2021?
Diamond Purchase
Order Module
On-Going Project Support Start of 2021/22
e-Procurement
Platform
Assessing bids&tenders and Bonfire e-procurement
platforms
Start of 2021/22
OTHER ACTIVITIES
Activity Status
Professional Development ESRI Training – Enterprise server setup single
machine install.
Webinar - e-Procurement Platforms
Plurasight programming training courses (various
languages).
Server Upgrades and Maintenance Upgraded Laserfiche Server to new Version Feb 5,
2021.
Application Support Project Management Tool (ClickUp) - Ongoing
support / business analysis / pilot - Council Support
Tracking
Information Services Support Looking into Providing IT Support TOL.
Assessment Import into Diamond completed
Council Support Council IPADs project completed.
360 camera installed in Council Chambers
GIS Support Negotiated purchase and support at the technical
level Economic Development’s new BAO (Business
Analyst Online) system.
INFORMATION SERVICES QUARTERLY REPORT
2020/2021
Quarter 3
Municipality of Chester- Quarterly Report
Review, improve and upgrade the Water Coupon
Mapping and Dashboard systems to prepare for 2021.
Continual representation and support of Mahone
Bay’s Asset management system, which will aid in
MOC’s AM system build.
Database coordinate system conversion to latest
(Horizontal - NAD83 2010, Vertical – CGVD2013,
V6 or V7?)
Covid-19 Hub page continued updating.
MOC Asset Management mapping and database
structure/creation in conjunction with the Provincial
AM team.
Supporting wastewater strategy initiative
Support rural internet project.
Procurement Procurement project support... case file management,
staff advisory, advertising, NS procurement posting,
addendums and notifications
Initiated Municipal Procurement working group via
East Hants and AMANS
Submitted activity report to Province
Assisted in design of AMANS municipal e-
Procurement survey
Revised templates for RFQ (2), RFP (3), RFI (1),
RFSQ (2)
Reviewed Paul Emanuelli legal advisory services for
government procurement programs
Records Management General support, Laserfiche folder / rights assignments
Snow & Ice Control inspection form for J Class
Asset Management Serviceable boundaries review - Waste Water Strategy
METRICS
Activity Results
Assets collected / fixed 30
ServiceDesk Requests 123 Resolved Tickets
Firewall Packets Blocked 1 million a month
Email Spam Blocked 20,000
FOIPOP Applications Received Processed 2
Routine Access Requests Received Processed 2
Trail BridgesThe Municipality of the District of Chester is responsible for the maintenance of approximately 47km of trails. This includes the maintenance of 12 bridges.
Trail BridgesMODC maintains the former CNR railway corridors converted to trails including the Aspotogan trail (12km) and the Chester Connection trail (35km) and additional trails in Castle Rock. These trails include 12 bridges. Barkhouse BridgeGold River BridgeMiddle River BridgeCooks Branch / Halfway River BridgeKing Street BridgeGoat Lake #2 BridgeGoat Lake #1 BridgeBarry Brook #2 BridgeBarry’s Brook #1 BridgeEast River BridgeLittle East River BridgeFox Brook Bridge
Trail BridgesIn 2003, MODC signed a letter of authority (LOA 2003-048) from the NS Department of Natural Resources. By signing the LOA, the Municipality agreed to:•Ensure the trail, and any related structures, facilities, and like works forming part of the trail, are properly maintained in a good and workmanlike manner•Provide structural assessments, completed by a qualified engineer indicating the general condition of all bridge structures in intervals not exceeding five years and whenever a regular trail inspection reveals a change in the integrity of a particular structure. The assessments shall indicate the capability of the structures to carry the intended loads, overall condition of the structures, remaining life expectancy, and short and long term recommended maintenance. MODC, at its sole discretion, may terminate or suspend the LOA for any reason whatsoever, provided 30 days notice is given the NS Department of Natural Resources
Trail BridgesMODC Public works completes or Manages maintenance of the Trail.Trail surface grading
Trail BridgesMODC Public works completes or Manages maintenance of the Trail.Brush cutting
Trail BridgesMODC Public works completes or Manages maintenance of the Trail.Washout repairs
Trail BridgesMODC Public works completes or Manages maintenance of the Trail.Bridge Deck repairs* PW completes non-structural repairs only
Trail BridgesFor Structural analysis and repairs, MOC needs to rely on industry professionals. Structural Engineers can complete inspections (preliminary and detailed) to determine if the bridge is structurally sound or needs repairs. In addition, required repairs are prioritized and estimated costs of repairs are calculated.Structural Engineers also complete the design for necessary repairs Qualified Contractors are able to complete the repairs understanding the complexity of the work. They have the ability to complete repairs safely and effectively.
Trail BridgesNot having a plan to complete inspection and repairs could lead to disaster
Trail BridgesHaving a plan to complete inspections and repairs will lead to an enjoyable trail for residents of the Municipality to enjoy for the long term
Trail BridgesBarkhouse Bridge•30 foot length•10 feet high•Steel plate girders•Granite stone abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesGold River Bridge•370 foot length•50 feet high•Timber Trestle approaches•Steel plate girders (2X73 foot spans)•Masonry piers (3)•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection completed in 2014 indicated repairs were required including bearing pad replacement, masonry pier repointing, timber trestle repairs, and steel girder repainting within 5 years
Trail BridgesMiddle River Bridge•73 foot length•8 feet high•Steel plate girders•Masonry abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesCooks Branch Halfway River Bridge•131 foot length•25 feet high•Multi span timber trestle structure•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection completed in 2014 indicated repairs were required including bearing pad replacement and timber trestle repairs within 5 years
Trail BridgesKing Street Bridge•16 foot length•Monolithic concrete slab with concrete abutments and wingwalls•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesGoat Lake #2 Bridge•15 foot length•6 feet high•Wood girders•Masonry abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesGoat Lake #1 Bridge•25 foot length•6 feet high•Wood timbers•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesBarrys Brook #2 Bridge•24 foot length•16 feet high•Steel plate girders•Masonry abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection completed in 2014 indicated repairs were required including repairs to masonry abutment (repointing), repainting steel girders, and replacing rail ties.
Trail BridgesBarrys Brook #1 Bridge•24 foot length•12 feet high•Steel plate girders•Masonry abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection completed in 2014 indicated repairs were required including repairs to masonry abutment, repainting steel girders, and replacing rail ties and scour protection.
Trail BridgesEast River Bridge•75 foot length•23 feet high•Steel plate girders•Dressed granite stone abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesLittle East River Bridge•56 foot length•12 feet high•Steel plate girders•Masonry abutments•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesFox Brook Bridge•32 foot length•20 feet high•Three span timber supported on timber piles•Preliminary inspection completed in 2013 identified there were no immediate safety concerns. •Detailed inspection recommended.
Trail BridgesStructural design considerationsAs a former railway, all bridges were designed and built to support trains. When considering the load capacity of the bridges, it is not necessary to maintain this loading capacity.•The “Standard Guidelines for the Construction of OHV Trail Bridges on Crownland (2013)” outlines the design loading for trail bridges. •All trail bridges must be designed to accommodate loading from pedestrians, equestrian, all terrain vehicles, and snowmobiles•In addition, in locations where trail grooming (for snowmobiles)is provided, additional loading of groomers is required•Public Works (with contractor support) maintains the trail surface (grading) and completes brush cutting on the trail. Most locations can be accessed without crossing trail bridges; therefore, we recommend installing maximum load signs on all trail bridges and designing them in accordance with the standards referenced above.•The 7.5km trail section between Goat Lake Road and Hwy 3 in East River contains 5 trail bridges. Castle Rock is also located in this location. There is no alternate access to the trail in this location or Castle Rock, therefore; it is recommended that these bridges designed to accommodate a loaded tandem dump truck (28 tonnes).
Trail BridgesCurrent Situation•Preliminary inspection of all 12 trail bridges were completed in 2013. The inspection report determined there were “No immediate safety concerns or issues noted” for all 12 bridges•The Preliminary inspection report also recommended detailed inspections of all bridges be completed.
Trail BridgesCurrent Situation•Detailed inspection of 4 bridges were completed in 2014•Gold River Bridge•Cooks Branch / Halfway River Bridge•Barrys Brook #1 Bridge•Barrys Brook #2 Bridge
Trail BridgesCurrent SituationThe Gold River Bridge detailed inspection recommended several repairs•Remove vegetation from masonry stone piers and repoint (within 1 year)•Repair animal deterioration and replace bracing and connectors on trestle timbers (within 5 years)•Clean, paint and replace deteriorated plates on steel plate girders (within 3 years)•Replace bearing pads (within 1 year)
Trail BridgesCurrent SituationThe Cooks Branch / Halfway River Bridgedetailed inspection recommended several repairs•Install cap flashing on retaining wall posts (within 3 years)•Replace bearing pads (within 3 years)•Repairs insect damaged timber and reinforce cracked members on timber trestle (within 3 years)•Replace rail ties (within 5 years)
Trail BridgesCurrent SituationThe Barrys Brook #1 and #2 bridges detailed inspection recommended several repairs•Repair cracked granite stones (within 3 years)•Reinstall granite stones (within 3 years)•Replace bearings (within 5 years)•Clean and paint steel superstructure (within 3 years)•Install scour protection (within 5 years)•Replace rail ties (within 5 years)
Trail BridgesRecommendations (immediately)Gold River Bridge•Secure a qualified consultant to:•Determine if the bridge is safe for continued use•Provide recommendations for necessary immediate and long-term repairs•Provide cost estimates to complete the repairs•Determine the remaining life of the bridge •Upon review of the report, we will return to council with recommendation and options on how to proceed
Trail BridgesRecommendations (2021/22 Fiscal year)Cooks Branch / Halfway River Bridge•Secure, through routine procurement, a consultant to review the detailed inspection report (2014) and complete inspections as necessary to complete an updated detailed inspection report. The report shall include recommended timelines and cost estimates for any necessary repairs.
Trail BridgesRecommendationsBarry’s Brook #1 and #2 Bridges (2021/22 Fiscal year)Through routine procurement, secure a contractor to complete repairs at an estimated cost of $136,000 as identified in the detailed inspect report (2014) including:•Reinstall any dislodged granite stones in the abutments complete with dowel•Repair any cracked granite stones•Repoint deteriorated mortar joints between granite stone blocks•Supply and install rip rap as necessary at the base of abutments and embankment walls to protect against scouring•Replace existing bearing pads with new anchored elastomeric bearing pads•Re-paint structural steel components and replace leg angle brace members.•Analyze superstructures to determine residual capacity.•Replace existing rail ties and bridge decks with new. •Supply and install four (4) new 2.5m X 3.0 m, 75mm thick asphalt approaches
Trail BridgesRecommendations (2021/22 Fiscal year)Goat Lake #1 BridgeGoat Lake #2 BridgeLittle East River Bridge•Through routine procurement, secure a consultant to complete detailed inspections and provide reports for these bridges.•The reports shall include recommended timelines and cost estimates for any necessary repairs.
Trail BridgesRecommendations (2021/22 Fiscal year)Barkhouse BridgeMiddle River BridgeKing Street BridgeEast River BridgeFox Brook Bridge•Through routine procurement, secure a consultant to complete preliminary inspections identifying if there are any safety concerns related to these bridges.
Trail BridgesThe following table shows the projected required expenditure to inspect and repair all trail bridges over 10 years. Note, estimates are rough order of magnitudecost only. 10 Year trail bridge maintenance plan2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28 2028/29 2029/30 2030/31planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude cost planned workRough order of magnitude costBarkhouse BridgePreliminary Inspection2,500 Detailed inspection 8,000plan and design repairs8,000 repairs 80,000Gold River BridgeDetailed inspection 25,000Address immediate safey concerns and plan&design major repairs175,000 repairs 1,800,000Middle River BridgePreliminary Inspection 2,500Detailed inspection 8,000plan and design repairs 25,000 repairs 250,000Cooks Branch / Halfway River BridgeDetailed inspection 8,000plan and design repairs 30,000 repairs 300,000King Street BridgePreliminary Inspection2,500Detailed inspection 8,000plan and design repairs2,000 repairs 20,000Goat Lake #2 BridgeDetailed inspection 8,000plan and design repairs6,000 repairs 60,000Goat Lake #1 BridgeDetailed inspection 8,000plan and design repairs 8,000 repairs 80,000Barry Brook #2 Bridgerepairs 68,000Barry’s Brook #1 Bridgerepairs 68,000East River BridgePreliminary Inspection 2,500Detailed inspection 8,000plan and design repairs 25,000 repairs 250,000Little East River BridgeDetailed inspection 8,000plan and design repairs 20,000 repairs 200,000Fox Brook BridgePreliminary Inspection 2,500 Detailed inspection 8,000plan and design repairs 10,000 repairs 100,000Annual total $380,500 Annual total $1,846,000 Annual total $338,000 Annual total $160,000 Annual total $208,000Annual total $90,000 Annual total $125,000 Annual total$275,000 Annual total $252,000 Annual total $20,000
Trail BridgesFinancial Implications•There is currently $25,000 in the capital budget (2020/21 carried to 2021/22) for trail bridge inspections. The is no allowance for bridge repairs in the capital budget or on the Capital Investment Plan. •Municipal funding options for bridge repairs include revenue, operating reserves, and gas tax reserves•The intention is to seek out additional funding if and when it’s available. •We are currently applying for the ICIP funding program. If successful, the ICIP program could fund 73% of the Gold River bridge repairs.•We are eligible to apply for funding through “The Great Trail’s” CIP program. Max available funding is $30,000 for Engineering assessments, and $250,000 for rehabilitation works.•Another possible source of funding is the NS Off Highway Vehicle Infrastructure Fund. Deadline for applications is typically in the Fall (October).
Trail BridgesCouncil Input / DiscussionStaff will be returning to council seeking direction prior to securing qualified consultants or contractors. Next steps for staff are:•Review Gold River Bridge inspection proposal and return to Council for Direction•Issue an RFP to complete 4 detailed and 5 preliminary bridge inspections, review proposals, and return to Council for Direction •Return to Council for Direction on Barry’s Brook Bridges 1 and 2 repairs; if directed to proceed, issue an RFQ; and return to Council for direction on awarding the contract to complete the repairs
REQUEST FOR DECISION
Prepared By: Sylvia Dixon, Development & Planning Technician Date 2021-01-28
Reviewed By: Chad Haughn, Director of CD&R Date 2021-02-02
Authorized By: Dan McDougall, CAO Date 2021-02-04
CURRENT SITUATION
A private right-of-way off Rocky Road in Marriotts Cove (map attached) that services two residential
homes with plans for one more requires a name. The landowners have proposed the road name Rocky
Run.
RECOMMENDATION
It is recommended that Municipal Council approve the road name Rocky Run.
BACKGROUND
When there are three or more addressable properties using an unnamed shared right-of-way/driveway,
the Nova Scotia Civic Address Users Guide states that this point of access must be named. According to P-
44, the road name is suggested following a majority agreement (66.67%) from the landowners that are
served by the shared right-of-way. In this instance, 75% or three (3) of the four (4) property owner groups
(consisting of 9 properties and 7 property owners) have proposed a road name of Rocky Run as their first
choice, Middle River Lane as their second choice, and Rocky Bend as their third choice
DISCUSSION
Rocky Run would be a unique road name in the Municipality of Chester and in Nova Scotia. The closest
sounding name is Rocky Road in Marriotts Cove. Please note, that the share right of way requiring a name
is accessed off Rocky Road.
Comments received for Rocky Run.
- District 7 Councillor – Councillor Sharon Church: no objection with the proposed name
- Municipal Engineer – Christa Rafuse: no objection with the proposed name
- Chester Area Fire Dept. – Chief Everett Hiltz: no objection with the proposed name
IMPLICATIONS
Policy
Policy P-44 – New Road Names and Road Name Changes
REPORT TO: Municipal Council
SUBMITTED BY: Community Development & Recreation
DATE: 2021
SUBJECT: New Road Name Assignment
ORIGIN: New Private Road Name Request of
Rocky Run with Property Owners
2 Request For Decision /Direction
Financial/Budgetary
A new road sign (with accessory materials) will be purchased and posted by the Infrastructure &
Operations Department.
Environmental
N/A
Strategic Plan
N/A
Work Program Implications
N/A
OPTIONS
1. Municipal Council can approve the road name Rocky Run.
2. Municipal Council can decide not to approve the name and direct staff to assign a name of
Council’s choosing.
ATTACHMENTS
1. Petition Summary Table
2. Petitions Received
3. Location Map of the Shared Private Right of Way
COMMUNICATIONS (INTERNAL/EXTERNAL)
N/A
3 Request For Decision /Direction
PETITION SUMMARY TABLE
Owner Group Number of Owners Number of Properties Proposed Name
Shannon Tobin & Darrin Lantz 2 3 Rocky Run
Morven & Thomas Mclaughlin 2 1 Rocky Run
Jeff Potter 1 3
Judith & Joan Stevens 2 2 Rocky Run
Proposed Name of
Rocky Run
75% (representing 85.7% of property owners or 66.7% of the total number of
properties)
No Response from
Vacant Lots
25% (representing 14.3% of property owners or 33.3% of the total number of
properties)
4 Request For Decision /Direction
PETITIONS RECEIVED
Requested Road Name of Rocky Run
Signed Petition from Property Owners, Shannon Tobin & Darrin Lantz
5 Request For Decision /Direction
Signed Petition from Property Owners, Judith & Joan Stevens
6 Request For Decision /Direction
Emailed Petition from Property Owners, Morven & Thomas Mclaughlin
REQUEST FOR DECISION/DIRECTION
Prepared By: Chad Haughn Date February 4, 2021
Reviewed By: Dan Pittman Date February 5, 2021
Authorized By: Dan McDougall, CAO Date February 5, 2021
CURRENT SITUATION
The Municipality requires the services of an Animal Control Officer to enforce all animal related By-laws
and to deal with animal problems that may arise within the Municipality. An RFP (MODC-T-2020-013) was
issued for Animal Control Services and Impound Facilities. The deadline for proposal submissions was
January 15, 2021.
RECOMMENDATIONS
1. It is recommended that Council award the Animal Control Services and Impound Facilities
contract to Oceanmark K-9 Resort for the period of February 1, 2021 to January 31, 2026 for the
monthly fixed cost of $2,500 per month + HST.
2. It is recommended that Council enter into a service agreement with the Municipality of the
District of Lunenburg and extend the Animal Control and Impound Facilities service at a cost of
$3,000 per month + HST, plus an administrative fee of 10%.
BACKGROUND
On November 26, 2020, Council reviewed the draft RFP for Animal Control Services and Impound
Facilities. Feedback from Council was received and the final RFP document was created. From
December 18, 2020 until the deadline of January 15, 2021, the RFP was advertised through several
means including our Municipal website and social media, the NS Procurement Portal, Lighthouse Now as
well as the South Shore Breaker.
A review panel consisting of four employees familiar with the process was established to evaluate the
proposals that were submitted. All reviewers scored the proposals independently and then came
together for a meeting on January 29th to further discuss the proposals and develop the
recommendation for Council.
DISCUSSION
Two proposals for the Animal Control and Impound Facilities were received. All four reviewers gave a
score of 1 – 5 for each of the evaluation categories and the weight for each score was calculated. The
four scores were combined and the median score calculated. All reviewers concur with their overall
scoring and comments that Oceanmark K-9 Resort provides best value.
REPORT TO: Municipal Council
SUBMITTED BY: Chad Haughn, Community Development &
Recreation
MEETING DATE: February 11, 2021
SUBJECT: Animal Control RFP
ORIGIN: Animal Control Contract
2 Information Report
Table 1. Evaluation Criteria
Rating Factor Weight
Introduction & Presentation 5%
Qualifications & Experience 30%
References 20%
Price 25%
Location 20%
IMPLICATIONS
Policy
The Municipal By-laws that are enforced through the Animal Control Services include the Dog By-law (By-
law # 140), Domestic Animals and Fowls By-law (By-law # 8) and any new By-laws that might be created
and are related to animal control. The Nova Scotia Fences and Detention of Stray Livestock Act also falls
within the responsibility area of this contract.
Financial/Budgetary
The RFP required proponents to submit a fixed monthly fee to provide the service as outlined. The
Oceanmark K-9 Resort proposal included a monthly fee of $2,500 + HST. This is the same rate that was
paid for the previous five-year contract.
Since the annual volume of Animal Control calls is more in MODL than in MOC, the RFP allowed
proponents to provide different rate for the service provided to MOC and MODL. The proposed monthly
fee with MODL included is $3,000 + HST. The service agreement with MODL will include an administrative
fee of 10% charged to MODL.
Environmental
NA
Strategic Plan
Goal #2: Continually improve public satisfaction with municipal services.
Work Program Implications
Staff within the Community Development & Recreation Department administer the Animal Control
contract. All work to award the new contract will be completed with existing staff resources.
Has Legal review been completed? ___ Yes _X__ No ___ N/A
Legal will review both the contract with the business as well as the service agreement with MODL.
3 Information Report
OPTIONS
Option A – Direct staff to award the Animal Control and Impound Facilities contract to Oceanmark K-9
Resort and enter into a renewed service agreement with MODL as recommended.
Option B – Do not award the Animal Control Services and Impound Facilities contract and provide
alternative direction to staff.